Preparing for a TransitionA Step-by-Step Guide for Staff and Students
Sarah Moyns, Assistant Director for Transitions and Building ManagementJerry Mann, Senior Associate Director
University of North Carolina at Charlotte
Cone University Center
• Built in 1961, first addition in 1966, second in 1976
• Less than 100,000 square feet
Student Union History• The University of North
Carolina set out to create a unique building on campus where students and the campus community can gather on a regular basis.
• The goal is to have a bustling building with events, meetings, meals, education and entertainment
August 22, 2005
Student Union History• 1999 - Budget earmarked to renovate existing University Center (Cone).
Sasaki Associates engaged to assist with design• May 2001 – Sasaki recommends building new structure• 2001 to 2003 – Program review• August 2003 – Designer selection awarded to Sasaki and the FWA Group• November 2003 – Sector study completed and location chosen• April 2004 – Program development completed• August 2004 – Schematic design completed• May 2005 – Design development completed• July 2006 – Construction documents completed• April 18, 2007 - Pavement Breaking
Transition: Where to Begin• Determine the goals and challenges you expect to face• Set a timeline• Select who is involved on your teams
– Leaders vs. participants• Establish what methods and resources you will use• Create initiatives to keep the momentum going• Mark the milestones• Plan a completion celebration
Goals
• Reasonable• Measurable• Attainable
Challenges
• Introduce concept of a “Student Union” to the campus
• Engage student population to play a more direct role in governance of the building
• Plan for migration from career centered employment model to student centered
Transition Timeline• January 2008 – Core Team Assembled• February – Transition Team Proposal presented to staff• March – Topping Out Ceremony • April – Transition Team Kick Off, begin Student Union
Advisory Board work, Students vote on Union Logo• Summer ‘08 – Market student union to incoming students• Aug. – Oct. – Retail Survey• October – Grand Opening initial Proposal Submitted• December – Office cleaning day, auxiliary/food services
brought onto Core Team
Transition Timeline• January 2009 – Student Union Advisory Board begins work• February – Grand Opening Team begins planning specifics,
Homecoming Parade, Grand Opening t-shirt contest announced
• March – Union marketing campaign announced, student employment information sessions/interviews, office cleaning day
• April – Student employees hired, staff begins to be hired• May – packing begins, final preps for the move, move
meeting and timeline in place• June – building complete
Transition Timeline• April – Student employees hired, staff begins to be hired• May – packing begins, final preps for the move, move
meeting and timeline in place• June – building complete• Late June/Early July – Move in• August 24, 2009 – GRAND OPENING!!!!!
Milestones
• Transition Team Kick Off• Topping Out Ceremony• Cleaning Day• Advisory Board
Established• Staffing Finalized• Grand Opening Date Set• Retail Tenants
Determined
Teams
• Team Leadership– Student Union Transition Core Team
• Comprised of Transition Team Leaders– Student Union Advisory Board Committee
• The Team Plan– Find people who are interested in the process– Have team leaders recommend outside staff and students to
participate on teams (utilize their expertise)– Begin the process at least 12 months prior to final move– Hold a kick off event/meeting where all team members attend, each
member receives a team booklet – Be sure Team Leaders contact all team members right away
Purpose of the Teams
• Brings University constituents into the project• Generates multiple angles and viewpoints• Encourages employees to take ownership of the
project• Increases familiarity of the project and its processes• Successfully moves into, opens, and manages the
building
Teams
• Mission/Values• Programming• Grand Opening• Policy• Moving
• Technology• Budget• Building Operations• Marketing
Team Functionality
• Specific to your goals and transition or change• Campus needs will be different
– Eastern Michigan University (EMU) vs UNCC• Determine initial direction when developing teams• Work together
Methods/Resources
• Focus Groups• Student Body Elections• Project Management Site• Monthly Newsletter• Blog • Facebook• Union Website• Homecoming• Campus Surveys
• Student Union Advisory Board
• Orientation• Leadership Conferences• Student Government• Career Fairs
Keeping the Momentum
• Newsletters• Involve staff in decisions• Be excited• Take teams on tours• Continually inform the campus about the project• Celebrate the milestones!
Team Completion Celebration
• Soon after the Transition/move/change• Luncheon• Welcome• Orientation
Lessons Learned
• It is personality management as much as project management
• Know your staff and who you can go to
• Keep dialog open with everyone
• Don’t forget the little everyday items
Lessons Learned
• There will be changes• Know when to step back and when to keep going for
the sake of the project• JUST DO IT!
Team Member Feedback• I liked being a part of the process –EMU• I really liked being involved I thought that as a student we
really wouldn’t have much say in the Union…I am loving the fact that my opinions and suggestions matter. –UNCC
• Sometimes decisions have to be made without everyone’s input – EMU
• Some groups were focused others were not. Some did not have clear direction up front – EMU/UNCC
• Groups working on similar tasks can combine at times – EMU • It is difficult to explain that some things we won’t know until
we get in the building – EMU/UNCC
Outcomes
• EMU– Building was completed and
opened on time– Staff functioning well and
service has improved– Campus life reports full
capacity at every Friday night movie
– Art gallery attendance up 3,000 in first 6 weeks
– 95 events held in auditorium in first 60 days
– Reservations up 15%
• UNCC– TBD
Questions?
Top Related